EXECUTIVE ASSISTANT TO THE PRESIDENT
We are looking for an experienced, highly organized Executive Assistant to work directly with the president of a growing group of businesses.
This is not a traditional administrative position where you simply wait for assignments. We are looking for someone proactive, resourceful, comfortable with technology, and capable of taking an idea, conversation, email, or verbal instruction and turning it into an organized task, follow-up, or completed project.
The right person will become the executive’s right hand, helping manage priorities, communication, projects, employees, follow-ups, and the many moving parts that come with running multiple businesses.
WHAT YOU’LL DO
• Manage the executive’s calendar, appointments, reminders, and daily priorities.
• Organize and manage business emails, identify items requiring attention, and help draft responses.
• Turn verbal instructions, conversations, and ideas into organized tasks and projects.
• Maintain project and task tracking through Wrike or similar software.
• Follow up with employees and project coordinators regarding outstanding assignments, deadlines, and deliverables.
• Gather updates from key employees and provide the executive with clear, concise summaries.
• Schedule, organize, participate in, and document meetings.
• Help manage larger projects by keeping schedules, communications, responsibilities, and follow-ups organized.
• Conduct online research and present findings in a simple, useful format.
• Research products, equipment, vendors, services, and pricing through sources such as Amazon, eBay, Alibaba, and other websites.
• Compare options and prepare recommendations for approval.
• Assist with communication and translation when needed between the executive and Spanish-speaking employees.
• Use technology and AI tools to improve organization, communication, research, and productivity.
TECHNOLOGY & AI
Technology is an important part of this position.
We are looking for someone who is comfortable using modern tools and is willing to continually learn new ways to work more efficiently.
Experience using tools such as ChatGPT, Claude, or other AI platforms is strongly preferred.
You should be comfortable using AI to assist with tasks such as:
• Researching information
• Summarizing emails and documents
• Drafting emails and responses
• Organizing ideas and meeting notes
• Comparing products, vendors, and options
• Creating task lists and project plans
• Turning conversations or instructions into actionable follow-ups
• Learning unfamiliar topics quickly
You do not need to be an AI expert, but you should understand how these tools can be used to save time, improve organization, and help get work completed.
WHAT WE’RE LOOKING FOR
• Previous experience supporting a president, CEO, business owner, or senior executive.
• Extremely organized with strong follow-through.
• Proactive and comfortable taking ownership of assignments.
• Able to manage multiple projects and priorities without losing track of details.
• Comfortable following up with employees, managers, vendors, and professionals on behalf of the executive.
• Strong written and verbal communication skills.
• Strong online research skills.
• Comfortable learning new software and technology.
• Familiarity with ChatGPT, Claude, AI tools, Microsoft applications, and project management software.
• Spanish-language proficiency strongly preferred, particularly for assisting with communication involving Spanish-speaking employees.
• Professional, dependable, discreet, and capable of handling confidential information.
• Someone who does not simply identify problems, but helps organize the next steps and move things forward.
We move quickly, and there are often many projects, ideas, decisions, and responsibilities happening at the same time.
We are looking for someone who enjoys bringing structure to that environment, keeping track of the details, following up with people, using technology to work smarter, and making sure things actually get done.
If you naturally take ownership, stay organized, learn quickly, and hate seeing tasks fall through the cracks, this may be a great fit.
Principals only. Recruiters, please don't contact this job poster.